Practice Manager

Job description

Job responsibilities

Primary responsibilities:

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

I. Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities

II. Functional management of all clinical and administrative staff

III. Direct line management of the following staff: senior receptionist, and deputy senior receptionist

IV. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan

V. Establishing, reviewing and regularly updating job descriptions and person specifications, and contracts of employment, ensuring all staff are legally and gainfully employed

VI. Undertake detailed workloads analysis for all staff, arbitrate on issues of workloads with the senior receptionist

VII. Ensuring the implementation and embedding of an effective staff appraisal process

VIII. Implementing effective systems for the resolution of disciplinary and grievance issues

IX. Ensuring compliance with current human resources legislation

X. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

XI. Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, monitoring claims, petty cash, private and enhanced services seeking to maximise income and reduce expenditure in conjunction with the partners

XII. Maintaining effective communication with the accountant, overseeing organisation accounts and ensuring year-end figures are presented

XIII. Briefing partners on all financial matters, including forecasting

XIV. Attending partnership meetings, as requested, which may fall outside of normal business hours

XV. Managing and processing partners drawings, PAYE and pensions for practice staff

XVI. Ensuring the organisation has appropriate insurance cover

XVII. Developing, implementing and embedding an efficient business resilience plan

XVIII. Managing contracts for services i.e., building services, gardening, window cleaning etc.

XIX. Managing the procurement of organisation equipment, supplies and services

XX. Coordinating with other managers, the reviewing and updating of all organisation policies and procedures

XXI. Leading change and continuous improvement initiatives; coordinating all projects within the organisation

XXII. Coordinating and leading the compilation of organisation reports and the practice development plan (PrDP)

XXIII. Ensuring the team reach contractual targets (supported by the nursing, GP and long-term condition leads)

XXIV. Adopting a strategic approach to the management of all patient services matters

XXV. Developing, implementing and embedding an effective communication strategy (internal and external)

XXVI. Ensuring the organisation maintains compliance with its NHS contractual obligations

XXVII. Actively encouraging and promoting the use of patient online services

XXVIII. Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

XXIX. Co-ordinating and facilitating partners meetings and implement and review actions

XXX. Ensuring that the partnership agreement is updated and monitoring compliance and recommending remedial action if required

XXXI. Organize practice finances in relation to partnership change and liaise as necessary with external bodies. Co-ordinating the recruitment and selection process of appointing new members of the team.

XXXII. Overseeing the practice's public-facing communications, website content, NHS profile and patient feedback mechanisms

XXXIII. Liaising at external meetings as required

XXXIV. Marketing the practice appropriately

XXXV. Liaising with the Patient Participation Group, as well as attending their meetings

XXXVI. Leading on the management of all complaints in line with current legislation and guidance

XXXVII. Managing the premises, including health and safety aspects such as risk assessments, fire safety and mandatory training

XXXVIII. Managing the organisation IT system, delegating staff to act as administrators

XXXIX. Ensuring compliance with IT security and information governance

XL. Act as the primary point of contact for NHSE, ICB, community services, suppliers and other external stakeholders

Secondary responsibilities:

In addition to the primary responsibilities, the Practice Manager may be requested to:

I. Deputise for the partners at internal and external meetings

II. Partake in audit as requested by the audit lead

Person Specification

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High standards of integrity, professionalism and confidentiality.
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively

Qualifications

• (GCSE Maths and English at grade C/4 or above)

• Educated to degree level in healthcare, business or management
• Leadership and/or management qualification
• AMSPAR qualification

Experience

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• Experience of managing large multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development

• NHS/primary care general practice experience
• Relevant health and safety experience

Other requirements

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

• Full UK driving licence

Skills

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and develop teams while maintaining a positive and supportive working environment.
• Understanding of information governance, GDPR and data security.
• Understanding of employment legislation and HR best practice.

• Systmone user skills
• Understanding of employment legislation and HR best practice.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hartshill Medical Centre

Address

Ashwell Road

Stoke-on-trent

ST4 6AT

United Kingdom

Employer's website

https://www.hartshillsurgery.co.uk/